PrivacyPolicy

1. Introduction

Ekklesia Model United Nations (Ekklesia MUN), based in Siliguri, West Bengal, India, respects the privacy of individuals visiting our website and participating in our activities.

This Privacy Policy explains how we collect, use, store, and protect personal information submitted through our website, applications, registration forms, and official communication channels.

2. Information We Collect

Depending on the services used, we may collect the following information:

• Full name, email address, and mobile number.
• School, college, institution, and academic details.
• Committee preferences, delegate information, and position papers, where applicable.
• Secretariat applications, CVs, experience details, and application responses.
• Registration details, payment status, and transaction references, where applicable.
• Information submitted through our contact forms or official communication channels.

Users should submit only information necessary for their application, registration, or enquiry.

3. How We Use Your Information

Information may be used to:

• Process Secretariat and team applications.
• Review applications and communicate acceptance or rejection decisions.
• Manage delegate registrations and event-related activities.
• Send confirmation emails, announcements, updates, and important notices.
• Verify payment status where paid services are offered.
• Respond to enquiries and maintain administrative records.
• Protect the security and integrity of our website and event operations.

We will not use personal information for unrelated purposes without an appropriate lawful basis.

4. Application and Email Notifications

Applicants may receive emails regarding application acknowledgements, selection decisions, rejection decisions, registration updates, and other relevant communications.

Automated emails may be sent through third-party email service providers. Application decisions remain subject to the review process established by Ekklesia MUN.

5. Data Storage and Security

Application and registration information may be stored in secure databases, website administration systems, or other digital services used to operate Ekklesia MUN.

We take reasonable steps to restrict unauthorised access, disclosure, alteration, or loss of personal information. However, no online platform or electronic storage system can guarantee absolute security.

Access to applicant information should be limited to authorised members who require it for official responsibilities.

6. Sharing of Information

We do not sell personal information to third parties.

Information may be shared with authorised organising team members and service providers, including hosting, database, email, and payment-processing providers, only as reasonably necessary for event operations, subject to applicable requirements.

Information may also be disclosed when required by law or necessary to address legitimate security or legal concerns.

7. Data Retention and Deletion

Personal information will be retained only for as long as reasonably necessary for the purpose for which it was collected, including legitimate administrative, record-keeping, and legal requirements.

You may request correction or deletion of your personal information by contacting us. Requests will be considered subject to applicable law and any necessary retention obligations.

8. Minors and Student Applicants

Ekklesia MUN may receive applications and registrations from school students and other individuals under 18 years of age.

Where required by applicable law, appropriate parental or guardian consent will be obtained before processing a minor’s personal information.

9. Third-Party Services and Links

Our website may use third-party services for hosting, databases, email delivery, payment processing, or external links. Such services may process information under their own privacy policies and applicable terms.

Users should review the relevant third-party policies before submitting information through those services.

10. Your Privacy Rights

Subject to applicable law, you may request information about the personal data we hold, seek correction of inaccurate information, request deletion where applicable, or raise a privacy-related concern.

To submit a request, contact us using the details below.

11. Changes to This Policy

Ekklesia MUN may update this Privacy Policy to reflect changes in website functionality, event operations, or legal requirements. The updated version will be published on this page with a revised effective date.

12. Contact Us

For privacy-related questions, data correction requests, or deletion requests: